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ATTACHMENT A STATEMENT OF WORK
Request for Quotes (RFQ) Project Management Training Solicitation Number: 6100026692
OBJECTIVE -
The objective of this project is to conduct specific project management courses, and to update/modify/develop such courses as necessary, on behalf of the Pennsylvania Department of Transportation (PennDOT), Business Leadership and Administrative Services Office (BLASO), Technical Training and Development Section (TTDS).
The courses in this RFQ provide PennDOT project managers and PennDOT business partners introductory and advanced training in Open Plan software. Other courses address laws and regulations associated with Right of Way and tasks associated with constructability reviews. PennDOT reserves the right to add or delete training courses or classes identified during the period of this Purchase Order (PO).
REQUIREMENTS -
The term of the contract will be for two (2) years with one (1), one (1) year option to renew by mutual consent of both parties.
The awarded Contractor shall implement the following when instructing each course: Application of Adult Learning Theory throughout delivery.
Hands-on activities combined with facilitated discussion of essential learning factors with application to a technical environment providing the opportunity for participants to share experiences and solutions.
PennDOT-related or other transportation scenarios to stimulate awareness and discussion.
CONTRACTOR RESPONSIBILITIES - The awarded Contractor shall:
• Not use participant contact information for any reason outside the scope of this project. • Not subcontract the in-classroom teaching without the expressed knowledge and consent
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• Acknowledge that all PennDOT copyright training materials, detailed outlines of program agenda, lesson plans and facilitation aids are property of PennDOT.
• Have the necessary number of instructors available for each class scheduled. This would include a substitute instructor on standby for any unforeseen circumstances.
• For costing purposes, estimate one (1) instructor per class.
• Proofread all necessary course materials for completeness, including all grammatical and punctuation errors.
• Provide in an electronic medium, all the printable materials in a PDF format and a detailed explanation on how the materials are to be organized for printing purposes. PennDOT shall be responsible for all printed course materials.
• Provide the TTTS Project Manager with a detailed report of expenditures along with each OS-501- Confirmation of Services form.
• Additional/substitute instructors must be approved by the Project Manager through an add employee letter.
TASKS AND DELIVERABLES
TASK A: TRAINING
Contractors shall provide a unit cost per class for Task A1 – A4 as shown in Attachment B, Cost Matrix. For each course provide:
Presentation: Provide the unit price per course, all inclusive of the contractors cost to provide the course as described with the exception of materials for students. . The presentation cost shall also exclude travel and subsistence, which shall be billed separately in accordance with Task A: Travel.
Travel and Subsistence: Travel and subsistence allowances will conform to the requirements of the most current version of Commonwealth Management Directive 230.10, Travel and Subsistence Allowances, available on the U.S. General Services Administration website at:
http://www.portal.state.pa.us/portal/server.pt/community/management_directives/711/mana gement_administrative_support_%28205-260%29/208571
http://www.gsa.gov/portal/content/104877?utm_source=OCM&utm_medium=print-radio&utm_term=HP_01_Requested_perdiem&utm_campaign=shortcuts
The actual location of each course will be determined by the TTDS Project Manager during the validity period of the PO resulting from this RFQ and be based on local need and a rational “distribution” throughout PennDOT Districts. The contractor shall, for costing purposes, estimate that one-third of the training classes will be conducted in District 6-0, King of Prussia area, one-third in District 8-0, Harrisburg and one-third in District 11-0, Bridgeville area.
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PennDOT shall provide the awarded Contractor with an instructor packet at each course location. This packet shall consist of name tents, sign-in sheets, student evaluations, an instructor evaluation, copies of all tests for the course being taught, and bubble sheets for the answers. The instructor shall administer the associated course test(s) at the end of the class and submit the test results to PennDOT, BLASO, TTDS, 400 North Street, 7th Floor, Harrisburg, PA. PennDOT will be responsible for grading the tests and administering any certificates to the students.
PennDOT will provide a standard classroom setting at each course location with a projector, screen, PC or laptop, white board and/or flip charts, markers for both the white board and flip charts.
A brief description and summary of the learning objectives for each course listed below can be found at the PennDOT Technical Training Calendar (www.dot.state.pa.us/tc). Copies of the course materials are available at ftp://ftp.dot.state.pa.us/. Please send an email to [email protected] no later than 1:00 p.m. on November 15, 2013 to request a password to the FTP site. Access to the course materials will no longer be available after November 16, 2013. The awarded Contractor shall be responsible for the following deliverables:
A1: Open Plan/WelcomHome: 2 days (Max. 15 participants)
This course provides basic instruction on the use of Open Plan software (the standard for the Design and Construction Communities). Course participants enter project data, progress a project, run a time analysis, interpret data, examine different views, tailor views using filters and sorts, and print for reporting purposes. The course includes an overview of WelcomHome, a web-based collaboration portal to enhance project communication and organization, and how WelcomHome interfaces with Open Plan. Deliverable: Seven (7) Open Plan/WelcomHome classes.
A2: Open Plan Intermediate Business Applications: 2 days (Max. 15 participants) This course provides instruction on how to use Open Plan as a project management tool. The core components of this course are Project Schedule Set-up, Schedule Review/Approval, Schedule Monitoring and Management, Interfacing with WelcomHome, Workload Analysis, and Open Plan Reporting. Participants will also be given a brief refresher on the Critical Path Method.
Deliverable: Seven (7) Open Plan Intermediate Business Application classes. A3: Right of Way for Project Managers: 1 ½ days (Max. 30 participants)
This course provides project managers a basic overview of right-of-way terms, processes, and types, as they pertain to PennDOT. The course also reviews federal laws and regulations involving right-of-way
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A4: Constructability Review: 1 day (Max. 30 participants)
This course provides design project managers and constructability reviewers with a better understanding of the differences between a design review and a constructability review, identify specific tasks included in a constructability review and present the best timeframes for incorporating constructability reviews into the project design process. Deliverable: Three (3) Constructability Review class.
When requesting payment for work completed under Task A, the awarded Contractor shall include a summary of the modifications and/or changes completed along with an OS-501- Confirmation of Services form.
TASK B: COURSE REVISIONS AND UPDATES
The awarded Contractor shall be responsible for reviewing and updating the courses listed in Task A. Any proposed updates must be submitted to the TTDS Project Manager for review and approval prior to implementation. The awarded Contractor shall use the developed course materials as a guide for any revisions and/or modifications to the coursework.
PennDOT has established an allowance of 200 hours for revisions for the duration of this Contract. The revision hours are distributed through the fiscal years of the contract as called out in Attachment B, Cost Matrix. The allowance amount is an estimate and is not guaranteed. The Contractor shall provide a blended hourly rate in Attachment B, Cost Matrix.
Deliverable: Revisions and/or modifications to the Task A courses as needed.
When requesting payment for work completed under Task B, the awarded Contractor shall include a summary of the modifications and/or changes completed along with an OS-501- Confirmation of Services form.
TASK C: MANDATORY PLANNING SESSION
Within three (3) weeks of notice to proceed, the awarded Contractor shall meet with the TTDS Project Manager and other PennDOT assigned attendees to confirm a thorough understanding of the project. The meeting shall take place either via conference call, or at PennDOT’s central office located at 400 North Street, Harrisburg, PA, 17120, as determined by the TTDS Project Manager. The mandatory planning session will last no more than four (4) hours. The time allowance is an estimate and is not guaranteed. Cost shall be based on the awarded Contractor’s time of the Project Manager and possibly one (1) instructor. The Contractor shall provide a blended hourly rate in the Cost Matrix, Attachment B.
Topics of the meeting shall include, but not limited to: -Needed course modifications and issues.
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-Attendance plans, course location plans, and a tentative course roll-out schedule. -Deployment of a plan to track actual work completed against scheduled work.
Anticipate one mandatory planning meeting every year in which the Contractor’s principal developer(s) and instructor, as appropriate, will meet with PennDOT representatives and others to review progress compared to target schedule, discuss/address new issues, and communicate/resolve concerns or revised goals.
Deliverable: Attendance of awarded Contractor’s Project Manager and possibly one (1) instructor at the mandatory meeting, and preparation and submittal of meeting minutes to the TTDS Project Manager within five (5) business days of the meeting. The cost for Task C shall exclude travel and subsistence, which shall be billed separately in accordance with Task A.
When requesting payment for work completed under Task C, the awarded Contractor shall include a summary of the modifications and/or changes completed along with an OS-501- Confirmation of Services form.
OTHER REQUIREMENTS
1. Contractor Submission Package
Submission package should not exceed twenty (20) pages. This excludes table of contents, dividers, supportive Appendices, and resumes. Resumes should be limited to two (2) pages for each individual resume. Submissions should be kept to a reasonable length; however, points will not be taken off for packages that exceed the twenty (20) pages. Your submission package must be emailed to the following email address: [email protected]__.
2. Suppliers must complete and submit the following documents:
a. Proposal based on requirements listed in Attachment A b. Cost Matrix – Attachment B
c. Domestic Workforce Utilization Form – Attachment C 3. Insurance:
In accordance with ITQ Contract Number 4400008567, Part IV – Terms and Conditions, Paragraph 27b, Insurance, and the awarded Contractor will be required to provide a current certificate of insurance to PennDOT.
4. Payment:
Payment will be based upon the successful completion and written acceptance of each deliverable identified in the section Tasks and Deliverables of this RFQ. Each deliverable payment will be based on the agreed cost in the awarded contractor’s Attachment B, Cost Matrix, or as agreed to in the final contract. Offeror shall submit to the Project Manager Form
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OS-501, Attachment D, and substantiating documentation as notification of each deliverable completion. PennDOT Project Manager will certify successful completion and acceptance of each deliverable. Invoices must be submitted after acceptance of each OS-501. All invoices must be sent to the following address:
COMMONWEALTH OF PENNSYLVANIA PO BOX 69180
HARRISBURG, PA 17106
Payment to the Offeror will be based on timely completion and acceptance (in writing) of deliverables outlined within Tasks and Deliverables.
5. Estimated Quantities:
All quantities are estimated. Estimated quantities may be changed based on the need of the program. PennDOT reserves the right to request a change in quantities for any of the deliverables when anticipated quantities exceed those established. PennDOT also reserves the right to cancel classes due to low enrollment, emergencies, and other reasons important to the technical training program.
6. Award:
Selection will be determined by best value criteria. Please refer to the attached Expedited RFQ
Template for Training Services.
Questions:
Direct all questions concerning this Contract to Mary Beth Knepp, Issuing Officer, at [email protected]. All questions must be submitted by October 31, 2013. All contractors will be notified of the responses to the questions by November 8, 2013.
